Executive Admin Assistant Atlantic Division - Miami, United States - Southern Glazer's Wine & Spirits

Description

What You Need To Know
Open your future to incredible career potential. Work for an industry-leader who invests in their people.

Southern Glazer's Wine & Spirits is North America's preeminent wine and spirits distributor, as well as a family-owned, privately held company with a 50+ year legacy of success.

We were named by Newsweek as a Most Loved Workplace and are included on the Forbes lists for Largest Private Companies and Best Employers for Diversity.

As a full-time employee, you can choose from a full menu of our Top Shelf Benefits, including comprehensive medical and prescription drug coverage, dental and vision plans, tax-saving Flexible Spending Accounts, disability coverage, life insurance plans, and a 401(k) plan.

We also offer tuition reimbursement, a wellness program, parental leave, vacation accrual, paid sick leave, and more.

At Southern Glazer's, you'll enjoy an environment where continuous learning and growth are supported and experience a culture where you are respected, and your voice is heard.

If you're looking to fill your glass with opportunity, come join our FAMILY.


Overview

The Executive Administrative Assistant provides on site support to one or more VP and Directors by performing general administrative work such as managing schedules, running reports, copy/filing documents, and answering the phone.

This role also supports the administration, logistics, travel, and onsite delivery of department meetings. Serves as the primary liaison for attendee communication, travel arrangements, general logistics, and financial reconciliation processes.


Primary Responsibilities

• Manage calendars, schedules; organize, schedule and prioritize meetings throughout the day and provide extensive phone coverage and call follow-up
• Establish follow-up systems for project management, calendar management and e-mail management, including maintaining department PTO and vacation forms
• Create and maintain filing system for VPs/Directors
• Prepare meeting agendas, attend meetings, take minutes, and prepare executive summaries
• Prepare T&E expense reconciliation through Concur
• Responsible for booking travel and coordinating flight, car rental and accommodations for Shared Services employees
• Purchase corporate gifts as requested (i.e. Birthdays, Special Situations, Holidays) and maintain and order supplies as needed
• Plan and coordinate on-site and off-site meetings and events including the organization, ordering, setup, and cleanup of breakfast and luncheon meetings.
• Support Department Managers on an as-needed basis
• Perform other general administrative duties as assigned

Additional Primary Responsibilities

Minimum Qualifications

• Two years of college education or equivalent required
• Excellent communication skills (verbal and written) required
• Strong writing skills for meeting minutes and general communication
• Strong interpersonal and organizational skills
• At least three years of corporate professional experience in an administrative assistant role, or equivalent
• Must have experience in supporting multiple individuals
• Team player, energetic, self-starter, motivated
• Must have knowledge of computer systems, specifically the use of desktop software such as Microsoft Outlook, Outlook Calendar, Excel, PowerPoint, and strong typing skills; Visio knowledge a plus
• Responsible for working with and maintaining confidential data

Physical Demands

• Physical demands with activity or condition for a considerable amount of time include sitting and typing/keyboarding using a computer (e.g., keyboard, mouse, and monitor) or mobile device
• Physical demands include a considerable amount of time walking, bending, reaching, standing, squatting, and stooping
• May require occasional lifting/lowering, pushing, carrying, or pulling up to 20lbs

EEO Statement

Southern Glazer's Wine and Spirits, an Affirmative Action/EEO employer, prohibits discrimination and harassment of any type and provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Southern Glazer's Wine and Spirits provides competitive compensation based on estimated performance level consistent with the past relevant experience, knowledge, skills, abilities and education of employees.

Unless otherwise expressly stated, any pay ranges posted here are estimates from outside of Southern Glazer's Wine and Spirits and do not reflect Southern Glazer's pay bands or ranges.

Southern Glazer's Wine and Spirits provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.